Operations Manager

Executive Operations ManagerPosition OverviewWe are looking for a highly organized, proactive, and driven Executive Operations Manager to work directly with the Owner/CEO and help oversee important administrative, operational, and special-project details across multiple companies.This is not a traditional administrative assistant position.The right person will become a trusted right hand to the Owner/CEO, helping make sure important tasks, deadlines, paperwork, projects, complaints, renewals, and follow-ups do not fall through the cracks.The position is ideal for someone who takes ownership, enjoys solving problems, pays close attention to details, and wants the opportunity to learn how multiple businesses operate from the executive level.Key ResponsibilitiesExecutive & Business Support* Work directly with the Owner/CEO on business priorities and special projects.* Turn new ideas, decisions, and projects into organized action plans and checklists.* Track outstanding items and follow up until they are fully completed.* Coordinate with managers, employees, attorneys, accountants, banks, insurance agents, vendors, government agencies, and other outside parties.* Maintain visibility over important deadlines and commitments across multiple companies.Corporate Administration & Compliance* Track business licenses, dealer licenses, permits, registrations, renewals, bonds, insurance policies, and other corporate requirements.* Maintain calendars for franchise taxes, annual reports, registrations, renewals, and other important filing deadlines.* Assist with the formation and administration of new companies and business entities.* Organize corporate documents, contracts, certificates, licenses, and other important records.* Make sure required paperwork is completed, signed, submitted, and properly stored.Issue & Complaint Follow-Up* Help track important customer, dealer, vendor, or internal complaints and issues.* Determine who is responsible for resolving each issue and follow up until it is completed.* Escalate important or unresolved matters to the Owner/CEO.* Maintain accountability so problems don’t disappear between departments.Special Projects* Assist the Owner/CEO with major purchases, investments, acquisitions, and other special projects.* Coordinate due diligence, documentation, financing, insurance, legal requirements, registrations, and closing requirements when necessary.* For projects such as purchasing an aircraft, coordinate with lenders, brokers, attorneys, insurance providers, escrow/title companies, tax professionals, and other parties to make sure every requirement is completed.* Research unfamiliar requirements and determine the appropriate next steps rather than waiting to be told exactly what to do.* Keep projects organized from the initial idea through final completion.What We’re Looking ForWe are looking for someone who is:* Extremely organized and detail-oriented* Proactive rather than reactive* Persistent with follow-up* Comfortable taking ownership of important responsibilities* Able to manage many unrelated projects simultaneously* A strong communicator* Professional and trustworthy with confidential information* Comfortable communicating with executives, attorneys, accountants, bankers, government agencies, and vendors* Resourceful and capable of figuring things out independently* Comfortable asking questions when something doesn’t make sense* Able to recognize potential problems before they become bigger problems* Interested in learning and taking on increasing levels of responsibilityPreferred Experience* 3–8+ years of experience in executive operations, business administration, executive support, corporate administration, legal administration, project management, or a similar position* Experience working directly with a business owner, CEO, or senior executive is strongly preferred* Experience supporting multiple companies or business entities is a plus* Familiarity with business licenses, corporate filings, contracts, insurance, banking, or regulatory paperwork is a plus* Strong Microsoft Office and general technology skillsWhat Success Looks LikeSuccess in this position means the Owner/CEO does not have to constantly remember every administrative detail, deadline, follow-up, or next step.When something important is started, you take ownership of making sure it gets finished.You will be expected to know what is outstanding, what is waiting on someone else, what deadlines are approaching, and what needs the Owner/CEO’s attention.Over time, the goal is for this person to become a highly trusted member of the organization with significant responsibility across multiple companies.Opportunity for GrowthThis position will have direct exposure to ownership and senior leadership across several businesses. The right person will have the opportunity to learn about operations, finance, legal matters, acquisitions, major purchases, compliance, and executive decision-making.For someone who demonstrates strong judgment, reliability, and ownership, the position can grow significantly in responsibility and compensation.